Overview
Southampton NHS Trust operates a busy laboratory environment processing thousands of patient samples every day from GP surgeries and external healthcare providers.
The laboratory team needed a faster and more reliable way to generate analyser-compatible duplicate labels for incoming patient samples where original barcodes could not always be scanned reliably.
The Trust already had printers and scanners in place, so the requirement was for a software-led solution that could improve workflow efficiency, reduce manual intervention and minimise patient safety risks without additional hardware investment.
Working closely with the laboratory team, Bar Code Data developed a bespoke solution using Loftware Cloud to simplify the labelling process, improve scanning reliability and better support day-to-day laboratory operations.
Challenges
The laboratory had moved from unique sample IDs to a shared order number with suffixes used to identify individual samples. This created additional complexity, as each tube type required a different label despite sharing the same parent order number.
The existing ZebraDesigner process was highly manual, requiring users to click and press enter between each print. At high sample volumes, this slowed workflows considerably and made suffix handling inefficient and frustrating for users.
There were also issues with barcode quality, with some original sample labels failing to scan reliably with analysers. In addition, previously scanned barcode information could remain in the system after printing, creating a potential risk of duplicate barcode reuse and patient misidentification.
Our Approach
Bar Code Data developed a bespoke PC-based barcode duplicator solution designed specifically around the laboratory workflow while using the Trust’s existing printers and scanners.
Users simply scan the order number from the sample bag, enter or scan the suffix linked to the tube type, and the system automatically generates the correct analyser-compatible label.
The solution included several workflow and safety improvements, including:
- Automatic clearing of barcode data after each print
- Controlled suffix entry to reduce user error
- Faster suffix handling using a scannable reference card
- Consistent analyser-compatible label output
As the solution was introduced into the live laboratory environment, additional refinements were made based on user feedback. One of these changes included adapting the Loftware interface to run minimised rather than in full-screen mode, allowing staff to work more easily across multiple systems without disrupting their workflow.
The project was developed collaboratively with laboratory users, with multiple refinements made throughout the process to ensure the solution worked exactly as required
The Benefits to the Customer
The new solution delivered:
Approximately 20% improvement in speed and efficiency
- Removal of repetitive manual steps
- Improved barcode scanning reliability
- Consistent analyser-compatible label output
- Reduced user frustration and improved adoption
- No requirement for additional hardware investment
- Full audit trail showing which user and printer generated each label
The process became significantly quicker and easier for staff, meaning additional labels were no longer avoided due to workflow frustrations.
The Result
The solution is now fully embedded within day-to-day laboratory operations, supporting the efficient processing of high volumes of incoming patient samples.
By simplifying the workflow and removing unnecessary manual intervention, the Trust achieved a faster, more reliable and more consistent labelling process with reduced risk of user error.
The automatic clearing of barcode data also helped eliminate the risk of duplicate barcode reuse, improving traceability and reducing patient safety risks associated with sample misidentification.
Customer Testimonial
“The users are extremely happy with the solution. What was previously a frustrating and time-consuming process is now quick and easy to use.
Bar Code Data worked closely with us throughout the project to fully understand our workflow requirements and accommodate multiple refinements along the way.
Ryan in particular was amazing throughout the project. Responsive, flexible and committed to delivering a solution that worked exactly as required for the laboratory team.” Deputy Service Support Manager, Southampton NHS Foundation Trust.
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